Médecins du Monde

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logistics officer-Mission

Job Expired

Job Overview

CONTEXT:

MdM has been working in Iraq since the 1990s. During its first mission in the country, MdM was providing general and specialized medical services (surgery, training programs for traditional birth attendants). Since then MdM had several programs which included paediatric surgery, contributing to the renewal of techniques and knowledge of surgical, medical and paramedical staff in 1997, emergency medical activities in 2002, building local capacity on basic emergency healthcare services at community level in 2006. From 2009 to 2011, MdM supported an Iraqi NGO in the implementation of a program aimed at improving the skills of midwives and traditional birth attendants in accordance with recognized international standards.

In 2014, with the arrival of ISIL, MdM started to provide immediate healthcare support through curative and preventive care including MHPSS services to IDPs and host communities in the Kurdistan Region of Iraq (KR-I). Later, MdM expanded its support to the most vulnerable IDPs and host communities outside of the KR-I region, in Kirkuk Governorate in July 2015, and in Ninewa Governorate in April 2016. Since 2018, MdM has developed a program where activities are gradually handed over to the MoH.

The current program focuses on supporting the local health authorities in providing quality PHC services (including MHPSS and GBV response) and continue to strengthen the capacities of local public health authorities in Dohuk, Kirkuk and Ninewa governorates, to provide quality care and respond to  health needs of IDPs, returnees and vulnerable host communities.

This includes:

  • A combination of direct and complementary services, especially related to general health, Sexual and Reproductive Health (SRH), while contributing to the health system strengthening through capacity building at DOH level
  • Mental health and psychosocial support (MHPSS),
  • Gender based violence (GBV) integrated within the PHCC general health services, SRH and MHPSS services
  • As a cross cutting approach MdM is planning to develop a community health based (CHB) approach to ensure community participation, while empowering individuals.

Main responsibilities

Working relations 

The incumbent reports directly to Logistics Coordinator and receives technical support from Logistics Coordinator

He manages a team of 5 to 10 staff.

He manages directly:
  • Drivers
  • Cleaners
  • Casual Workers

He works closely with the all departments as well field logistics team which includes:

  • Field Logistics Officers
  • Programme and other staff

He technically supervises:

  • Drivers / Cleaners

Essential duties

MAIN RESPONSIBILITIES

Under the supervision of the Logistics Coordinator (CL), the Coordination Logistics Officer (CLO) will work as focal point for all logistics related activities at Erbil as well as for field locations.  responsible for the following main activities: The CLO is expected to be well versed with MdM standard logistics procedures and have ability to advice and mentor the supply chain partners accordingly.

General Responsibilities at Coordination Level:
  • Act as Focal Point for the Logistics Department at coordination office in Erbil as well as for field locations.
  • Assist Logistics Coordinator in Implementation of MdM standard Logistics Procedures at the Coordination Office as well as at field level and guide field logistics officers in procurement policies and procedures are strictly followed.
  • Review Mission Requests and other procurement documents from staff in Erbil as well as from field locations for approvals/sourcing, requesting clarifications from the requestor if the specifications are not clear, complete, or correctly authorised, and check all supporting documents has been provided. Explain any deviations to the requestor before process.
  • Maintain the Supplier Database for respective, identifying new sources for common commodities and liaise with field logistics officers to ensure supplier database is maintained regularly and uploaded on SharePoint.
  • Ensure the principles for awarding contracts are observed (equity, transparency) and the desired quality of services, supplies, or works is obtained at the best price.
  • Work closely with all programmes at Coordination Office as well as field level and provide logistics support to the Coordination Office and bases; when required.
  • Ensure circulation of consolidated Procurement Tracker on weekly bases to all concerns
  • Allocate sufficient time to visit field locations and assist field logistics officers from time to time to ensure the standard logistics procedures are adhered optimally.
  • Assist Logistics Coordinator in maintaining Iraq Asset Register following donor/MdM prerequisites
  • Assist Logistics Coordinator in managing international shipments, clearance, distribution and reverse logistics.
  • Ensure that archiving mechanism meets the required MdM requirements at Erbil level as well as at field level.

Specific Responsibilities:

Procurement
  • In coordination with Logistics Coordinator and Finance Department, prepare on a monthly basis the forecasts of purchases.
  • Be responsible to ask financial advances to Finance Department in the beginning of the week and then justify the expenses at the end of the week following MDM procedures.
  • Ensure that MdM procurement policies and procedures are strictly followed.
  • Manage all purchasing processes at coordination office in accordance with requirements and guidelines, ensuring not split purchases and following the financial thresholds and associated procedures.
  • Review the Mission Request (MR) for its completeness and ensure the signatures of the requester, and others needed signatures are acquired.
  • Prepare Purchase Order or contract and ensure efficient and timely ordering of all items, goods and services.
  • Verify that all technical requirements of supplies/goods requested are meet as well as the optimum price/quality ratio.
  • Ensure timely delivery of all purchased items from stores/suppliers to bases, ensuring that goods received note, or supplier’s delivery note.
  • Liaise with Finance Department. for payment request and processing and finalise the purchase file in timely manner.
  • Liaise with Erbil team on all logistics issues to ensure efficient and effective delivery of operations.
  • Optimize all logistics operations to increase cost effectiveness including setting up longer-term supply contracts in collaboration with Admin coordinator.
  • Support the Logistics Assistant to correctly maintain the tracking and filing system to record and archive all procurements.
  • Prepare and complete all Purchase File (Mission Request; Letter of exemption if required; Purchase Order; Quotation Request in accordance with the applicable sub-procedures; Suppliers’ quotes; suppliers’ evaluation grid; invitation to Tender file; invoice; Goods Received Note or receipt note, or the Donation Certificate).
  • Ensure that all documents relating to a purchase file include the purchase file number and are attached to the purchase file.
  • Archive the purchase file originals documents (including copy of the invoice) in the coordination office in Erbil.
  • Ensure that all suppliers and service providers conform to the Purchasing Ethics Charter.
  • Identify potential suppliers who offer the best combination of quality, price, availability, and delivery times.
  • Prepare the Suppliers List and the Price List (PL) accordingly, ensuring that all the required information is included.
  • Assist Logistics Coordinator in Market Surveys / Should-Cost Analysis for updating Price Lists and decisions to make the amendment to contracts or new sourcing strategies.
  • Assist Logistics Coordinator in maintaining consolidated trackers for Contracts, Framework Agreements, Derogations.
Fleet Management
  • Ensure that the maintenance of vehicles is done accordingly with MdM processes
  • Ensure safe operation of the fleet through daily check of vehicles.
  • Ensure proper recording on fleet management (e.g. logbooks, fuel consumption etc.)
  • Make sure that the drivers’ road the vehicles in the respect of the safety rules
  • Prepares all appropriate documentation
  • Responsible for preparing the movement plan for the driver
Stock and Asset Management
  • Ensure registration, maintenance, repairs-maintenance assist Logistics Coordinator on disposal of MdM assets, ensuring full control of items at all stages.
  • Upon reception for the goods, responsible for checking the quantity, state and content of packages received in comparison with the Order or Goods Received.
  • If irregularities upon reception (missing or damaged packages or products, product errors, etc.) appeared, note them and inform promptly the Logistics Coordinator.
  • Ensure all staff sign a responsibility note when receiving equipment (laptop, visibility…)
Facilities and IT management
  • Checking of Laptops then propose disposal and replacement plan
  • Ensure installation of Antivirus.
  • Ensure having appropriate window and office.
Management and Networking
  • Management of assigned team (Logistics Assistant and Drivers) ensuring all duties are carried out and HR guidelines followed.
  • Responsible for capacity building and appraisals of assigned staff.
  • Ensure that all new staff are trained on logistics procedures.
  • Actively participate in meetings as requested.
  • Prepare regular, timely and accurate logistical weekly and/or monthly reports (MO Tracker, generator/ vehicle/contract follow-up, logistics stock, logistics report, statement of equipment, inventory list).
  • Establish and maintain good professional working relationships with suppliers, service providers and contractors whilst strictly adhering to MdM anti-corruption guidelines and code of conduct.
  • Support program team with logistical aspects and carry out regular sites visits to support all program activities in logistics related functions.
Others
  • To inform immediately security focal point in the case of any security problem.
  • Be the security back up when the security focal point is out of the office.
  • Support Log Manager/CO and Security Supervisor in ensuring security and safety procedures in relation to premises/transport/travel are implemented.
  • Responsible to ensure that recommendations for improvements are implemented in a timely manner.
  • Ensure systems mitigation risks from fraud, corruption and insecurity.
  • Performs other related duties as assigned.

Skills required:

Education

Bachelor’s degree in relevant field with strong knowledge of types and procurements of commercial transactions.

Professional experience
  • Three years of Logistics work experience in an INGO, with increasing responsibilities and understanding of complex procurement needs.
  • Proven experience in Humanitarian logistics, procurement, stock management.
  • Good understanding of the procurement rules and regulations of major international donors.
  • Experience in working in complex humanitarian setting, experience of security related responsibilities desirable.
  • Excellent written and spoken English, Arabic and Kurdish.
  • Be committed to MdM’s values as an organization and motivated by its non-statutory, not For Profit model.
Skills and qualities required
  • Ability to work with extremely tight deadlines and multiple tasks, delivering good quality work in timely fashion.
  • High level of interpersonal and negotiation skills and motivation to work as part of a team.
  • Proficiency in using MS Excel and Word programmes, and common computer and communications applications.
Required personal skills
Languages
  • English:
  • Arabic:
  • Kurdish:
Employment conditions
  • Position based in Erbil (with regular travel to the field)
  • 6 months contract

More Information

  • This job has expired!